Like most programs, Access has certain terms and phrases that are specific to it. In this Microsoft Access glossary we have attempted to list as many of the terms you are likely to come across below. If you come across a word or phrase that you either don’t understand, or that you think should be in this glossary, please let us know and we will add it.

Action Query: a type of query that updates or makes changes to multiple records in one operation.

Active Server Pages (ASP): pages stored on a server that generate different views of the data in response to choices users make on a Web page.

Aggregate Function: a function that groups and performs calculations on multiple fields.

Compression: a method of compacting information to save space or to ease the transfer of data.

Constant: a named item that retains a constant value throughout the execution of a program, as opposed to a variable, whose value can change during execution.

Control: An object such as a label, text box, option button, or check box in a form or report that allows you to view or manipulate information stored in tables or queries.

(Control)Property: a setting that determines the appearance of a control, what data it displays, and how that data looks. A control’s properties can be viewed and changed in its Properties dialog box.

Control Source: The source of a control’s data i.e.the field, table or query whose data will be displayed in the control.

Criteria: the specifications you give a query so that it can find matching fields and records. Criteria can be simple, such as all the records with a date earlier than 31-12-06, or complex, such as the serial numbers of all parts who have to be re-called before 31-12-06.

Crosstab Query: a query that calculates and restructures data for easier analysis. See also select query, parameter query, and action query.

Data Access Page: a dynamic Web page that allows users to directly manipulate data in a database via the Internet or company intranet

Data Source: a database or file to which a data access page is connected.

Data Type: the type of data that can be entered in a field: text, memo, number, date/time, currency, AutoNumber, Boolean (Yes/No), OLE object, and hyperlink.

Database Application: a database that is developed and made simpler for an end user by using queries, forms, reports, menus & VBA code.

Database Security: the protection of database information from accidental damage or unauthorised access.

Database Window: the window from which all database objects can be manipulated or accessed.

Datasheet View: a view showing data in either its native tabular form or the direct result of a query.

Decrypting: the act of unscrambling a database that has been encrypted for security reasons.

Delimited text file: a type of text file format in which each record and each field is separated from the next by a known character called a delimiter.

Delimiter: a character, commonly a comma (,), but may also be a semicolon (;), or backslash (), or pairs of characters such as quotation marks (” “) or braces ( {}), that are used to separate item in a delimited text file.

Design view: the view in which the structure of a table or query can be viewed and manipulated.

Encrypting: the act of scrambling data for security reasons.

Event: an action performed by a user or by Access, to which a programmed response can be attached. Common user events include Click, Double Click, Mouse Down, Mouse Move, and Mouse Up. You can use macros or VBA modules to determine how Access responds when one of these events occurs.

Exclusive Use: a setting used when you want to be the only person who currently has a database open. You must open a database for exclusive use when setting or removing a password that limits database access.

Exporting: the process saving the information in a database in a format that can be accessed by other programs.

Expression: combination of functions, field values, constants, and operators that yield a result. Expressions can be simple, such as > 1 00, or complex, such as ((ProductPrice*Quantity) *. 90) + (Shipping+ Handling).

Expression Builder: a feature used to create formulas (expressions) in an easy to follow wizard type interface.

Field: an individual item of the information that is the same type across all records. Represented in Access as a column in a database table. See also record.

Flag: a marker that can be set to true or false to indicate the state of an object.

Flat Database: a simple database consisting of one table, the opposite of a relational database.

Form: A database object used to enter, edit, and manipulate information in a database table. A form gives you a simple view of some or all of the fields of one record at a time.

Form View: The view in which you can enter and modify the information in a record. See also views.

Front-End Database: the part of a split database that is used to enter, report and analyse data. There are usually no data tables in a front-end database.

Function: a named procedure or routine in a program, often used for mathematical or financial calculations.

Importing: the process of bringing data into an Access database from a different database or program, the opposite of exporting.

Input Mask: a field property that determines what data can be entered in the field, how the data looks, and the format in which it is stored.

Keyword: a word that is part of the VBA programming language, and cannot be used as the name of a variable

Label Control: text on a form that serves no purpose other than to communicate information to the user.

Layout Preview: a view of a report that shows you how each element will look but without all the detail of Print Preview.

Linking: the process of connecting to data in other applications.

Logical Operator: one of the Boolean operators: AND, OR and NOT.

Lookup Wizard: the wizard in Access that simplifies the creation of a Lookup list

Macro: a set of automated instructions that perform a sequence of simple tasks.

Main Form: a form that is linked to one or more tables. See also subform.

Main Report: a report that displays records from one or more tables. See also subreport.

Many-to-many Relationship: a relationship formed between two tables that each have a one-to-many relationship with a third table. See also one-to-many relationship;

Mask: a field property that determines what data can be entered in a field, how the data looks, and the format in which it is stored.

Microsoft Database Executable (MDE): a compiled version of a database. Saving a database as an MDE file compiles all modules, removes all editable source code, and compacts the destination database.

Navigation Button: one of the buttons found on a form or navigation bar that helps users display specific records.

Object: one of the components of an Access database, such as a table, form, or report.

One-to-many Relationship: a relationship formed between two tables in which each record in one table has more than one related record in the other table.

One-to-one Relationship: a relationship formed between two tables in which each record in one table has only one related record in the other table. See also many-to-many relationship; one-to- many relationship.

Optimistic Locking: locking a record only for the brief time that Access is saving changes to it.

Option Button: a control on a form that allows users to select preferred settings.

Parameter Query: a query that prompts for the information to be used in the query, such as a range of dates.

Permission: an attribute that specifies how a user can access data or objects in a database.

Pessimistic Locking: locking a record for the entire time it is being edited.

Populate: to fill a table or other object with data.

Primary Key: one or more fields that determine the uniqueness of each record in a database.

Print Preview: a view of a report that allows users to see exactly how the report will look when printed.

Procedure: VBA code that performs a specific task or set of tasks.

Property: a setting that determines the content and appearance of the object to which it applies.

Query: a database object that locates information so that the information can be viewed, changed, or analysed in various ways. The results of a query can be used as the basis for forms, reports, and data access pages.

Record Selector: the grey bar along the left edge of a table or form.

Record Source: the place from which information derives between two bound objects, such as a field that pulls information from a table. See also control source.

Record: all the items of information that pertain to one particular entity, such as a customer, employee, or project. See also field.

Referential Integrity: the system of rules Access uses to ensure that relationships between tables are valid and that data cannot be changed in one table without also being changed in all related tables.

Relational Database: a sophisticated type of database in which data is organized in multiple related tables. Data can be pulled from the tables just as if they were stored in a single table.

Relationship: an association between common fields in two tables.

Replica: a copy of the Design Master of a database.

Replicating: the process of creating a Design Master so that multiple copies of a database can be sent to multiple locations for editing. The copies can then be synchronized with the Design Master so that it reflects all the changes.

Report: a database object used to display a table or tables in a formatted, easily accessible manner, either on the screen or on paper.

Row Selector: the grey box at the left end of a row in a table that, when clicked, selects all the cells in the row.

Running a Query: the process of telling Access to search the specified table or tables for records that match the criteria you have specified in the query and to display the designated fields from those records in a datasheet (table).

Select Query: a query that retrieves data matching specified criteria from one or more tables and displays the results in a datasheet.